For NCCD purposes, consultation is not an optional extra. Schools need evidence that they have consulted with the student and/or their parents, carers or associates, and where appropriate with relevant professionals or other staff, about the student's needs and the adjustments provided. This does not mean every conversation has to be formal or lengthy. It does mean the school should be able to show that consultation has occurred, that it relates to the student's disability and educational adjustments, and that it is documented clearly enough to stand up in an audit.
What this guide covers
This guide explains what consultation means in NCCD, who it can involve, what counts as evidence, what to record in an entry, weak versus strong examples, and common mistakes to avoid.
What is consultation in NCCD?
In the Nationally Consistent Collection of Data on School Students with Disability (NCCD), consultation refers to the discussions the school has with the student, parents or carers, and relevant professionals about the student's disability, the impact on learning, and the adjustments being made.
Consultation is one of the four pieces of evidence schools are expected to have available. It helps show that decisions about adjustments are informed, collaborative and responsive to the student's needs.
Who can be involved in consultation?
Consultation may include one or more of the following people. The key point is that consultation should be relevant to the student's needs and the adjustments being made. A one-off general email to a family does not on its own show meaningful consultation.
- Parents, carers or guardians
- The student, where appropriate
- Classroom teachers and learning support staff
- School leaders or NCCD coordinators
- Allied health professionals, psychologists or medical specialists
- External agencies or support workers involved in planning or review
What counts as consultation evidence?
Consultation evidence can take different forms. The NCCD Portal does not require a special template or signed form in every case. Schools can use existing records, as long as the evidence is dated, relevant and linked to the student's support.
The best consultation entries briefly capture who was involved, what was discussed, and any decisions or actions that followed.
- Notes from phone calls or meetings with parents or carers
- Emails exchanged with parents, carers or specialists
- Student support group or case conference records
- Meeting notes about agreed adjustments or review of progress
- Records of communication with therapists or other professionals
- Entries in a communication book or contact log
What should you record in a consultation entry?
Strong NCCD consultation records are usually concise but specific. If the consultation relates to a review of progress, note any outcomes or observations. This helps show that consultation is ongoing and connected to the student's educational needs.
- Date of the contact
- Who was involved
- How the consultation occurred (phone call, meeting, email, etc.)
- The issue discussed
- Any adjustments agreed, reviewed or changed
- Any follow-up action or next step
Weak vs strong consultation evidence
The difference between weak and strong NCCD evidence is usually specificity. Weak entries are vague and do not show what was discussed or why it matters. Strong entries name the participants, the topic, and the outcome.
Common mistakes when documenting consultation
Consultation does not need to happen every week, but the school should be able to show that it has occurred and has informed the support being provided. The Disability Standards for Education 2005 require schools to maintain accessible records of consultation.
- 1.Logging consultation too vaguely — for example, "parent contacted" with no further detail.
- 2.Recording only a diagnosis or concern rather than what was discussed about adjustments or support.
- 3.Treating consultation as a one-off event rather than an ongoing process across the year.
- 4.Failing to link consultation to the student's educational needs or the adjustments provided.
- 5.Keeping records in personal email inboxes or notebooks that are not accessible if the school is audited.
Summary
Good NCCD consultation evidence shows that the school has worked with the student, parents or carers, and where appropriate other professionals, to understand need and plan or review adjustments. Strong records are dated, specific and clearly linked to the student's support.
If you can record who was involved, what was discussed, and what changed or was agreed, your consultation evidence will be much more useful at audit time.
See how Superadjust makes logging consultation a 3-second habit
Superadjust makes it easier to log consultation as it happens. Instead of waiting until the end of term, teachers can record a phone call, meeting or email in seconds and link it to the appropriate pillar and student.
- Log consultation from your phone or desktop
- Timestamp entries automatically
- Keep records in one place for audit readiness